Newton Public Schools
Newton Public Schools is hiring: Executive Assistant in Newton
Newton Public Schools - Newton, MA, United States, 02458
Work at Newton Public Schools
Overview
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Overview
Department:
Student Services - Out of District
Job Title:
Executive Assistant - NESA Grade 3 12 month - Out of District Office
FLSA Status:
(Exempt/Non-exempt)
Exempt: NESA Grade 3
Reports to:
Director of Out of District
GENERAL DESCRIPTION (1-3 LINES DESCRIBING ROLE):
In compliance with state and federal laws, Newton Public Schools is committed to equity, anti-racism and a nondiscrimination policy for students, employees
and prospective applicants. All educational and employment determinations are based on an individual's qualifications and achievements without regard to
race, color, religion, sex, sexual orientation, age, pregnancy, gender identity, genetic information, national origin, ancestry, homelessness, physical or mental
disability, veteran status, or any other basis prohibited by state and/or federal statute.
The purpose of this position is to perform moderately complex to complex secretarial, clerical, recordkeeping, and office duties under general direction of a school administrator, department/division head, program advisor, or high level executive secretary. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.
QUALIFICATIONS:
Recommended Minimum Qualifications:
Education, Training and Experience:
High school education and one to two years of experience in general clerical and secretarial work, with school experience preferred; or any equivalent combination of education, training, and experience.
Knowledge, Ability and Skill:
Knowledge: General knowledge of office procedures, practices and terminology. Working knowledge of departmental operations. Knowledge of the operation of computer software applications.
Ability: Ability to communicate effectively with staff, students, and the public. Ability to compose correspondence. Ability to follow oral and written instructions accurately. Ability to organize and prioritize multiple tasks. Must be able to operate a personal computer and display intermediate skill when using software programs for word processing, database, spreadsheets and other software as required by the position. Ability to multi-task.
Skill: Skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Good customer service skills. Skill in all of the above listed tools and equipment. Skill in typing and notetaking.
ESSENTIAL JOB DUTIES (NOT LIMITED TO):
(The essential functions or duties listed below and on attachments are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)
Work Environment:
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 25 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard at efficient speed.
(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)
Date Updated: 03/04/2025
Newton Public Schools is an Equal Opportunity Employer. Newton Public Schools ensures equal employment opportunities regardless of race, creed, sex, color, national origin, religion, age, sexual orientation, disability, or any other class as protected by law. The Newton Public Schools places a high value on diversity and active recruitment of qualified minority teachers and staff Any individual needing assistance in making application for any opening should contact the district human resources office.
Student Services - Out of District
Job Title:
Executive Assistant - NESA Grade 3 12 month - Out of District Office
FLSA Status:
(Exempt/Non-exempt)
Exempt: NESA Grade 3
Reports to:
Director of Out of District
GENERAL DESCRIPTION (1-3 LINES DESCRIBING ROLE):
In compliance with state and federal laws, Newton Public Schools is committed to equity, anti-racism and a nondiscrimination policy for students, employees
and prospective applicants. All educational and employment determinations are based on an individual's qualifications and achievements without regard to
race, color, religion, sex, sexual orientation, age, pregnancy, gender identity, genetic information, national origin, ancestry, homelessness, physical or mental
disability, veteran status, or any other basis prohibited by state and/or federal statute.
The purpose of this position is to perform moderately complex to complex secretarial, clerical, recordkeeping, and office duties under general direction of a school administrator, department/division head, program advisor, or high level executive secretary. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.
QUALIFICATIONS:
Recommended Minimum Qualifications:
Education, Training and Experience:
High school education and one to two years of experience in general clerical and secretarial work, with school experience preferred; or any equivalent combination of education, training, and experience.
Knowledge, Ability and Skill:
Knowledge: General knowledge of office procedures, practices and terminology. Working knowledge of departmental operations. Knowledge of the operation of computer software applications.
Ability: Ability to communicate effectively with staff, students, and the public. Ability to compose correspondence. Ability to follow oral and written instructions accurately. Ability to organize and prioritize multiple tasks. Must be able to operate a personal computer and display intermediate skill when using software programs for word processing, database, spreadsheets and other software as required by the position. Ability to multi-task.
Skill: Skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Good customer service skills. Skill in all of the above listed tools and equipment. Skill in typing and notetaking.
ESSENTIAL JOB DUTIES (NOT LIMITED TO):
(The essential functions or duties listed below and on attachments are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)
- Serve as Student Services Executive Assistant to the Out of District office.
- Create and maintain lists of Special Education annual review dates and reevaluation dates to keep the Special Education personnel within mandated regulated timelines. Process all special education paperwork for student IEP's including consent forms, cover letters, meeting letters; records the status of each and follow-up as needed.
- Prepare and maintain independent special education database lists to track information and stay within the mandated timeline per special education regulations.
- Copy IEP's for distribution to SPED staff and accommodation pages for teaching staff for the entire program for each new school year and continuing the process as IEP's are signed throughout the year.
- Finalize IEP's in Aspen and troubleshoot with central staff.
- Maintain and follow-up to gain responses for unsigned IEP's. Adhere to mandated regulations regarding unsigned/rejected IEP's.
- Prepare spreadsheets of special education data and information for students placed in collaborative programs and approved special education schools.
- Schedule hundreds of meetings for annual reviews, initial evaluations, reevaluations, reconvening meetings, emergency meetings.
- Contact and collaborate with over 100 families and guardians and approximately sixty out of district schools.
- Work collaboratively with Newton's transportation office around transportation matters for out of district students.
- Respond to student/parent emergencies and urgent requests from central staff.
- Consistent, reliable, and punctual attendance is essential.
- Process home/hospital tutor requisitions
- Manage receipt of medicaid forms
Work Environment:
- Work is performed in an office environment. Majority of work is performed in a moderately noisy work environment, with frequent interruptions.Operates computer, printer, telephone, copier, facsimile machine, and all other standard office equipment.
- Makes frequent contact with school department staff. May have contact with the public, students, parents, vendors, and outside agencies and organizations.
- Employee has access to departmental confidential information.
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 25 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard at efficient speed.
(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)
Date Updated: 03/04/2025
Newton Public Schools is an Equal Opportunity Employer. Newton Public Schools ensures equal employment opportunities regardless of race, creed, sex, color, national origin, religion, age, sexual orientation, disability, or any other class as protected by law. The Newton Public Schools places a high value on diversity and active recruitment of qualified minority teachers and staff Any individual needing assistance in making application for any opening should contact the district human resources office.